Salt Lake City Request for Proposals SLCI26040 Employee Gift Card Program

Salt Lake City Corporation is soliciting competitive sealed proposals through Request for Proposals (RFP) No. SLCI26040 for an Employee Gift Card Program managed by the Department of Human Resources. The procurement seeks a vendor to establish a five-year contract for providing a comprehensive web-based gift card ordering and tracking system that supports both physical and electronic gift cards from various retail vendors or as pre-loaded credit cards. Deliverables include a secure online platform capable of exporting data, integrating with Workday ERP, supporting employee-to-employee recognition, and providing administrative capabilities such as bulk ordering, mobile accessibility, and robust reporting functions. The evaluation process is multi-staged, involving minimum mandatory requirements, technical proposal assessment (520 possible points with a 312-point minimum threshold), interviews (180 possible points with a 108-point minimum), and a cost proposal evaluation. Key submission details include electronic proposal submission through the Utah Public Procurement Place (U3P) website, with proposals due by November 21, 2025, and no late submissions accepted. The City previously purchased 1,077 gift cards totaling $124,875 in calendar year 2023 and anticipates making a single contract award to the most responsive and responsible offeror based on the highest overall score.

The RFP does not explicitly specify set-aside designations or restrictions on responding organizations. The proposed contract requires comprehensive insurance coverage, including workers' compensation, commercial general liability, commercial automobile liability, professional liability, and cyber risk insurance. The system must support gift cards in denominations between $10 and $500, with physical cards delivered within 5 business days and electronic cards sent within 24 hours. Implementation is expected within 120 days of contract recordation, with a live test solution required within 30 days and multiple virtual training sessions to be conducted. The vendor must provide ongoing customer service support, including a dedicated point of contact, 8-hour daily technical support, remote diagnostic capabilities, and system warranty provisions. While specific pricing details are not publicly disclosed, the cost proposal template suggests the City is seeking a comprehensive solution with transparent pricing across implementation, Workday integration, and annual operational costs. Funding is subject to annual appropriation by the City Council, and the contract includes provisions for potential four-month extension by mutual agreement.